Facilities Coordinator (Record Management and Soft Services)

CBRE Pte Ltd; Singapore; On-site; SGD 42,000 - 70,000; Full time

Job summary

CBRE Pte Ltd in Singapore is seeking a Facilities Coordinator (Record Management and Soft Services) to support day-to-day operations of workplace facilities and records management. You will coordinate services, manage records, and ensure regulatory compliance while liaising with vendors and business units.

Experience with facilities and records management, vendor management, budgeting, and reporting is essential.

Qualifications

• Facilities and records management knowledge is required.
• Vendor and contract management experience is essential.
• Budget monitoring and cost control experience preferred.
• Strong communication and stakeholder management skills.
• Project coordination and continuous improvement mindset beneficial.

Responsibilities

• Oversee facilities management including mail, cleaning, space planning, and service requests.
• Coordinate records management activities, storage, retention, and disposal processes.
• Ensure compliance with corporate policies and regulatory requirements across operations.
• Prepare operational, financial, and performance reports for management.
• Support special projects and drive continuous improvement initiatives.

Skills

Facilities knowledge

Records management

Vendor management

Budget monitoring

Communication

Project coordination

Data reporting

Problem solving

Education

High School Diploma or GED

Job description

Facilities Coordinator (Record Management and Soft Services) - Singapore

CBRE is the global leader in commercial real estate services and investments. With services, insights and data that span every dimension of the industry, we create solutions for clients of every size, in every sector and across every geography. CBRE is the place where talented people who want to do impactful work can realize potential in every dimension.

CBRE Global Workplace Solutions (GWS)

As one of CBRE's core global businesses, Global Workplace Solutions (GWS) provides end-to-end services to occupier clients across the entire lifecycle of a building.

Our teams help companies improve their operations and reduce costs, through expert facilities management, project management, real estate and energy and sustainability services. Our dedicated teams work across all industries, and support clients ranging from global Fortune 500 companies to single, iconic buildings.

About the Role:

The Facilities & Records Management Coordinator supports the day-to-day delivery of workplace facilities and records management services. This role ensures efficient operations, regulatory compliance, vendor performance, customer satisfaction, and adherence to corporate requirements, including OIMS, SSHE, CIMS and Records Management Guidelines.

The position serves as a key point of contact for business units, coordinating facility services, records management activities, vendor services, reporting and continuous improvement initiatives.

What You'll Do:

Facilities Management

• Mail and courier services.
• Cleaning, janitorial, and pest control services.
• Work order and service request management.
• Meeting room booking and support.
• Pantry, catering, vending, and office equipment services.
• Transportation and landscaping services.
• Act as the primary liaison between business units, vendors, and service providers.
• Monitor service performance and resolve operational issues promptly.
• Manage vendors and contractors to ensure service quality, safety, and compliance.
• Support budgeting, invoice verification, cost tracking, and sustainability initiatives.
• Maintain service records, databases, and operational documentation.

Records & Information Management

• information management service (IMS) activities, including onsite and offsite records storage.
• Ensure compliance with Records Management Guidelines and retention requirements.
• Manage records inventories, retention schedules, destruction activities, and vital records programs.
• Maintain records management systems, databases, and reporting requirements.
• Coordinate Annual Records Review (ARR) exercises and records disposal activities.
• Conduct records quality assurance checks and vendor audits.
• Respond to client queries and provide records management guidance and training.
• Coordinate records reduction, file relocation, and process improvement projects.

Compliance & Reporting

• Ensure compliance with corporate policies, OIMS, SSHE, CIMS, and regulatory requirements.
• Prepare operational, financial, and performance reports.
• Monitor budgets, verify invoices, and support contract administration.
• Drive continuous improvement initiatives to enhance service quality and operational efficiency.

Other Duties

• Support special projects and business initiatives as assigned.

What You'll Need:

• High School Diploma or GED with 3-5 years of job-related experience.
• Facilities and records management knowledge.
• Vendor and contract management.
• Budget monitoring and cost control.
• Strong communication and stakeholder management skills.
• Project coordination and continuous improvement mindset.
• Good data management and reporting skills.
• Problem-solving and decision-making abilities.
• Ability to work independently and as part of a team.

Why CBRE

When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values - respect, integrity, service and excellence - and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.